How to Refund a Prepaid Appointment

To automatically refund a client who has prepaid for a service, follow these steps when using the Mobile and Desktop Versions.

Get to the Settings page.

Select Online Appointment Rules. Then select the Customers Can Cancel option. You'll then see an option to give an automatic refund.

If the automatic refund option is turned off, you can manually refund from the Calendar screen. Once you get to this page, select the prepaid appointment to begin the process. A prepaid appointment is indicated by a dollar icon.

When refunding the service, you can send an email to the client, informing them of the reason for the refund. You can also email or print a copy of the receipt.

If you choose not to refund a customer, you will be required to enter a reason for denying, canceling or deleting the appointment before sending the notification.

On the Mobile Version

Setting Automatic Refunds for Prepaid Appointments Online

1. Tap More at the bottom of the screen.

2. Tap Settings.

3. Tap Online Appointment Rules.

4. Select to allow customers to cancel an appointment. A green color means that the option has been enabled. Next, enter the minimum hours required before canceling. If you allow customers to cancel, you'll be able to enable the automatic refund option.

5. Select Automatically Refund for Pre-paid Appointments to refund customers who have already paid for the appointment. Remember this option pertains to online booking.

Refunding a Denied Appointment

1. Select the prepaid appointment on the calendar.

2. Tap Deny.

3. Tap Refund.

4. Find the item you want to refund. Then tap on the arrow to the right of the Refund option.

5. Enter the refund amount. Then tap Next.

6. Enter how you want to distribute the refund. Then, tap Submit.

7. Tap Refund.

8. Enter the reason for the refund. You can also email or print a copy of the receipt. Click Continue when you're finished.

Opting Not to Refund a Denied Appointment

1. Select the prepaid appointment on the calendar.

2. Tap Deny.

3. Tap Don't Refund.

4. Enter a comment, which will be sent to the customer. Tap Notify Customer when you're finished.

Refunding a Canceled Appointment

1. Select the prepaid appointment on the calendar.

2. Tap Cancel.

3. Tap Refund.

4. Find the service. Then tap on the arrow to the right of the Refund option.

5. Enter the refund amount. Then, tap Next.

6. Enter how you want to distribute the refund. Then, tap Submit.

7. Tap Refund.

8. Enter the reason for the refund. Toggle to email or print a copy of the receipt. Then, click Continue when you're finished.

Opting Not to Refund a Canceled Appointment

1. Select the prepaid appointment on the calendar.

2. Tap Cancel.

3. Tap Don't Refund.

4. Enter a comment, which will be sent to the customer. Tap Notify Customer when you're finished.

Refunding a Deleted Appointment

1. Select the prepaid appointment on the calendar.

2. Tap Delete.

3. Tap Refund.

4. Locate the service. Then tap on the arrow to the right of the Refund option.

5. Enter the refund amount. Then, tap Next.

6. Enter how you want to distribute the refund. Then, tap Submit.

7. Tap Refund.

8. Enter the reason for the refund. Toggle to email or print a copy of the receipt. Then, click Continue when you're finished.

Opting Not to Refund a Deleted Appointment

1. Select the prepaid appointment on the calendar.

2. Tap Delete.

3. Tap Don't Refund.

4. Tap Delete to confirm the removal.

5. Enter a comment, which will be sent to the customer. Tap Notify Customer when you're finished.

On the Desktop Version

Setting Automatic Refunds for Prepaid Appointments Online

1. Click Settings. Then, click Online Appointment Rules.

2. Select to allow clients to cancel an appointment before being charged by toggling the switch next to Customers Can Cancel. A green color means the option has been turned on. Next, enter the minimum hours a customer can cancel prior to an appointment.

3. Toggle the switch next to Automatically Refund for Pre-paid Appointments to allow clients to receive a refund if they cancel prior to the set Hours before appointment. A green color means that the option has been enabled. Remember this option pertains to online booking.